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Hi All, Any one can help me to set up the leave procedure for a MNC in to garment manufacturing co based in India, leave includes Casual, Sick & Earn leave. Currently we follow Casual 7 days, Sick leave 7, & Earn leave 15 days per year respectly.
Thanking you.
10th August 2004 From India, Madras
Dear Colleagues,

The issue of creating a Leave Procedure/s to me should actually start with a Leave Roster.

This Leave Roster has to be approved by Management with the consent of the Line Managers and of course the HR of the Company-putting into consideration the following...


*Convenient Time Leave Period Sort By Individual Employee

*Volume of Business/Work load at this time/season

*Availability of Relief Officer for Officer on Leave

*Is Leave Period Convertible to Cash


*How urgent/important is the casual leave sort

*Confirm purpose-exam, family related-eg burials, weddings etal


*Most times Doctors' recommendation/s duration of stay-home

*Endorsed Sick Leave paper from Medical Practitioner submitted to the HR is very vital.

However there is this aspect of Leave Period available based on Career Status, for instance while Casual and Sick Leave period could be 7 days for the year through the rank and file of the Company-I do not think 15 days should be flat for everyone-eg CEO, GM etal.

I would suggest a staggered period based on seniority and status in the Company.

In addition Leave Period should be encashable if officer chooses not to go on leave-especsially if induced by Company pressure.

26th January 2005 From Nigeria, Lagos
Dear Antony

This is the leave procedure that we follow at our company.Hope it helps you.


The applicant has to apply for the leave before7 working days for the CL and PL.


The applicant should apply via mail for the leave.

All details should be there like

Date of leave requested and date of joining back

Valid Reason of leave with contact address, if other than what been given

The leave application should be addressed to the HR in charge with cc to immediate superior.

The supervisor will first look at the leave and assess if the leave is valid or not.

If the supervisor sanctions the leave then he should forward this mail to the Hr.

If the supervisor does not sanction the leave then he should forward the mail to HR, with a valid reason,

HR will inform the applicant (Decision taken)

If Superior approves-

The HR will assess the leave and if he finds it valid and sanctions it then after the discussions with the Senior

The senior forwards the mail to the HR in charge who in turn will inform the applicant.

Approval time would be 3 working days.

In case of Urgent leaves/casual leaves:

Applicant sends a mail in the same way

A valid reason is required.

Approval or denial will be done


Prerna :D
25th May 2005 From India, Ahmadabad
Hello all, Can any one send me the act that governs leave and holidays that are mandatory to an organization according to shops and commercial establishment act. Regards, Harikeyel
13th September 2005 From India, Thiruvananthapuram
Dear Antony

As far as procedure on Leave is concerned , it depends upon tphilosophyphy of the organisation.

Since your's is a manufacturiunitint. Under factories act, there is only provision for Sick and Earned (Leave With Wages) Leave.

Casual Leave fall under Industrial establishment Act.

You are free to give any number of leaves but under factories act , leave with wages is restricted to One leave for every 20 days of working and further an individual is required to complete minimum 240 days for becoming entitled to the leave with wages. This leave is encashable and encashment is exempted from income tax upto an encashment of Rs.3 lacs. This exemption is applicable at the time of retirement or resignation. Many organisations give more than 15 days of leave to employees under this category and considers this with the employee cost to company.

As far availmentent is concerned , under factories act , this leave can be sanctioned for minimum of 3 days and maximum of 3 times in a leave year. Again many organisations sanction earned leave even for one day and on more thanoccassionsons.

Sick leave under the factories act , is applicable to all employee who fall sick during the leave year. There is no number specified for this . but many organisations provide 7, 10 or 15 days of sick leave during the year even if employee is covered with the employees sate insurance act and scheme. Under ESI scheme in case an employee falls sick due to any disease the doctor can sanction bed rest for any number of period , till the fitness of the employee. This is also termed as sick leave but may be with or without pay. If employee is covered under ESI scheme and rest has been recommended by ESI dispensary / hospital doctor. ESI authorities will pay compensation for this loss of salary / wages employeeyee. This is onapplicaleale if employer is not paying any benefits of compensation to the concerned employee.

Casual leave is again depends upon the policy of the company. generally 7 days of casual leave is being granted to every employee , in order to attend / discharge his social responsibilities.

Further in general in every industry combination of casual leave with other type of leaves is not permissible, I do not find any reason behind that. If restriction is the target or reduciabsenteeismesm is target , this theory was applicable when most of the work force wunorganizedsed. The scenario has changed now.

Leave without pay is also another type of leave , which is generally discouraged but in case of exigencies this is applicable and helps employers to restrict misuse of leaprivilegeage given by an employer.

Compensatory leave is another type of leave under Factories act. Under this employee is compensated with leave with wages for his absence from duty against the work performed by s/he on any other day when normal working was not there. Under factories act this leave can be availed by employee any time till his/ her retirement.

In nutshell it philospyspy of the company to provide leave benefits to its employees for keeping their morales high.


Anil Anand
19th September 2005 From India, New Delhi
Dear Anil Ji,
As you have said provision regarding Sick leave are mentioned in Factories Act. I did not find it . Pl tell in which chaptor provision regarding Sick leave are mentioned ?
Vikram Singh
9th November 2005 From India, Delhi
sir, ur points are crystal clear, i want a little more, as BPO comes under shop & establishement act in their case how these leave policy is going to changed ?
13th November 2005 From India, Pune
Hello Harikeyel
For Any Information you need under the Shops and Commercial Act you can refer the same Act. It gives the detail about all the rules applicable to an organisation covered under the Shops and Commercial Establishments.
27th November 2005 From India, Pune
Hello The Shop & Establishment Act of the respective state government would apply. When Shop Act is applicable other legilations on the subject are silent Regards KK Nair
29th November 2005 From India, Bhopal
Hello friends..
Can all those working in IT compnapies share as to how doyou monitor leaves being taken and being recorded too. How do you validate that a person who absents himself on a day also fills in / applies for the leave?
What are the checks in place?
Would appreciate if you can share. In our current system of filing leave cards it is difficult to check wether a person who has taken a leave has filled in his levae card honestly too.
9th February 2006 From India, Delhi
hi all,
can anybody will help me in this matter. In our organization one employee took leave for 1month because of her marriage. our organization will work only 5 days per week. In that during one month can i add those sat, sundays also as leave or treat them as holidays. I am getting very much doubt on it. Please any body help me in clarifying my doubt.
4th August 2006 From India, Hyderabad
Hi Lalithaj,
As per my understanding you can not consider the saurday and sunday as leaves taken by him. In our compnay if any person has taken leaves and that comes beteen two holidays we consider that single day as a laeve taken by him.
Sweta R C
4th August 2006 From India, Hyderabad
Hello Lalitha & Sweta !!! The precept is that as regards casual leave, it will be only the actual leaveavailed whereas for annual leave/previlege leave/earned leave etc the in between holidays have to be counted as leave, mind you but not the prefix or suffix. Hope this clarifies. :lol: KK Nair
5th August 2006
is all the leave encsahable
or is there any restriction for it .
please provide me the what is the procedure for it to be taken for the Paid leave or casual leave or sick leave
waiting for reply
vivek seth

20th September 2006
hi, my name is rajveer nd i want to write an application to my HR asking them to issue me my relieving letter so can u plz send some examples as to how one should write an application regarding the same.
21st September 2006
Hi, Ours is a software Development Firm Should we frame the Leave Policy as per Shops and Establishments Act?? Regards Gunjan
4th November 2006 From United States,
Dear All,
one of my employee has applied for 6 casual leaves but i found that his casual levaes are only 2 left in his account and sick leave as 6 . as per practice being followed earlier the HR used to adjust the balance 4 leaves from the sick leave account.Please suggest me is this right? or should we ask employee to cahnge the application form and segregate the leaves into to part 2 for casual and two 4 for sick....though i know that two different types of leves cannot be clubbed together
4th December 2006 From India, Calcutta
Dear Antony Please go thru' this attachment. it will be helpful to you for developing new leave policy. With warm regards., Senthil
4th December 2006

Attached Files
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File Type: doc leave_procedure_827.doc (35.5 KB, 512 views)

How many times an employee can avail earned leave in year and how many leaves can he take at one go...
I f an employee joins on 1st nov 2006 when can he avail earned leaves..if the earned leaves are 15 in a year.
7th December 2006 From India, Calcutta
Dear All,

Pls. send the HR ploicy on my personal Id and u all requested to give your valuable suggestion onmy following query :

I am in freight forwarding company , as perour company rule CL-7, SL-7 and EL-26 in a year ( i.e. Jan-Dec) . SL cant not be carry forwarded .

if any employee asking for leave for 2day in month of Jan and again he need leave of 3 days , which is not continutions , can i give him 2 CL in jan and 3 CL in Feb month , if is so then only 1CL will be left for the next 10 Months . Is it right according to law or According to PF .

Antoher option , can I adjuest his Feb month leave in EL and pls.clear me one more thing can half EL can be given to any employee or is it mandory for EL that it should be not less than three .

If, any holiday falls between four continutions leave that is EL , that holidy will coutned as leave ...Pls.provide me the supproting article or notifiaction which helps me to prove it to my organization.

Your support and soonest reply will be highly appreciated.

With Regards

13th February 2007 From India, New Delhi
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19th May 2007 From India, Mumbai
hai all,
i want to prepare leave policy to my company.
at present the management has provided only one leave for 20 working days(1and half day leave per month) and they have not given any sick leave, earned leave etc., and they are not interested to give anything in future also.
So how to prepare the leave policy.
Is there any statutory requirement to be followed in leave policy.
please any one send information on that
5th September 2007 From India, Bangalore
Annual / Privileged / Earned leave: @ 1 day for every 20 days for every of work i.e 1.5 days per month which will be 18 days Per Annum.

Carry f/w : Can be carried f/w to max 30 days to the next year & rest will be lapsed.

Encashment: Unavailed PL can be encashed in the next calendar out of practice however not stipulated under law.


Sick/ Medical Leave: 1 day per month i.e. 12 days PA sick leave per annum against submission of medical certificate.

Carry f/w : Unavailed medical leave will lapse by end 31st Dec 2007.

Encashment: No encashment


Casual Leave: not applicable for Karnataka as per law.

Maternity Leave: A female employee who has been employed by the employer for a period of not less than 80 days

Entitled for 12 weeks maternity leave 6 weeks before expected delivery & 6 weeks post delivery.

Additional one month of leave and benefits is available for women who are ill due to pregnancy, delivery, premature birth, miscarriage, termination of pregnancy and tubectomy if medical evidence is provided.
5th September 2007 From Singapore, Singapore
thanks foryour response
is there any condition or law that only 30 days of the leave is carry forward for the next year. Because some of our employees has got leave balance of more than 90 days.
the sick leave to be strictly followed(by law) or any other options are there for that. because we don't provide any sick leave facility in our organisation. But for women who come under ESI scheme undergoes sick leave and maternity leave and get some compensatory amount from the esi. the Employees who does not come under esi scheme don't have any sick leave provided by the compnay.
in that case how to make a leave policy.
please give me reply
5th September 2007 From India, Bangalore
hi Kavitha,
Yes the laws allows you to carry forward a maximum of 30 days any unavailed balance above 30 days will lapse.
It again depends on the company if or not to keep a limit on carry forward. You could also encash the leave so that you could carry forward
With respect to sick leave for employees under ESI have no limit on sick leave.
Sick leave of 12 days are applicable to non ESI employees & should be given as per law, if you are not giving you are violating the law.
Hope this helps
5th September 2007 From Singapore, Singapore
Dear Friends, Regarding the quarry my article in Form member "Leave Procedures". Please go through. Regards, :D PBS KUMAR
5th September 2007 From India, Kakinada
hai bharathi,
thank you for your reply.
You said 12 days of sick leave to be given as per law.
Our management is not ready accept this criteria, they are only availing 1.5 day per month as a privilege leave to all levels of employee, if we are not using it, it will carry forward and it will be keep on adding without any limitation.
in that case how to prepare a leave policy, if i show the same (only privilege leave) in my document, won't it create any problem.
please throw light on this issue.
6th September 2007 From India, Bangalore
hai bharathi,
thank you for your reply.
You said 12 days of sick leave to be given as per law.
Our management is not ready accept this criteria, they are only providing 1.5 day per month as a privilege leave to all levels of employee, if we are not using it, it will carry forward and it will be keep on adding without any limitation.
in that case how to prepare a leave policy, if i show the same (only privilege leave) in my document, won't it create any problem.
please throw light on this issue.
6th September 2007 From India, Bangalore
Dear Sir/Madam
I am working contraction company as personnel Manager. Reg How to maintain the Employees Leave records , CL 12 days and Pl 15 days.
Supose Employee is taking leave on sat and Mon. calculate 2 days or 3 days
Sat is falls on National Hoilday and the employees taking leave on sun and mon how we calculate
Kindly teach me
17th November 2007 From India
Hi All, Would like to know procedures for Leave Approvals so as to establish a system for the same. Regards Neha
4th June 2008 From India, Mumbai
Dear Anand
As you have mentioned above which is underlined by me, that compensatory leave can be availed any time till his/her retirement. can you say me in factory act where it is mentioned, I mean under which section of which rule? Because I heard that it shall be availed within two month from the date of compensatory leave earned (under factory act).
Manoj Singh
6th August 2008 From India, New Delhi
Hi anyone lives in Qatar working as HR, I'm in urgent need of an "annual leave policy/leave details and procedures" according to Qatari Labor Law in line with the market situation, industry standards and place of working.
This will be real helpful for me if somebody look into it.
1st February 2009 From Qatar
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